Executive Assistant Jobs in Phoenix, IL

About The Position

Requirements

• Associate degree and five years of progressively responsible secretarial or administrative experience, or bachelor's degree and three years of progressively responsible secretarial or administrative experience.
• Ability to manage multiple simultaneous tasks and prioritize according to established criteria and protocols.
• Good verbal and written communication skills in English, including accurate message taking and spelling.
• Good computer skills, including Microsoft Outlook, Excel, and PowerPoint.
• Excellent interpersonal skills and adaptability to changing deadlines and requirements.
• Ability to work under pressure and adapt to changing deadlines and requirements.
• Ability to understand the big picture and work independently with minimal supervision and direction.
• Excellent proofreading skills.
• In-depth understanding of office management and daily operations.
• Working knowledge of office equipment, such as printers and fax machines.
• Ability to work effectively with staff and senior-level managers as a resourceful team player.
• Ability to use typical office applications and database software; familiarity with project management, scheduling, or budgetary-control applications as applicable.

Responsibilities

• Produce and edit correspondence, memos, minutes, reports, and presentation graphics to ensure accurate, high-quality presentation.
• Coordinate production of special reports, brochures, annual reports, manuals, and similar materials with internal teams and outside vendors.
• Attend committee and board meetings as recording secretary.
• Coordinate departmental meetings, including scheduling, booking conference lines, sending calendar invitations, and distributing meeting materials.
• Arrange internal and external meetings, special events, activities, and travel, including extended trips and group travel.
• Coordinate complex meetings, seminars, and similar events, including preparation of agendas.
• Communicate with senior executives and officials to exchange sensitive information, expedite matters, monitor progress, and follow up on important issues.
• Greet and direct visitors; screen visitors and telephone calls, handle routine inquiries, and route other inquiries appropriately.
• Assist with department-level administrative processes and expedite sensitive administrative matters.
• Process and follow up on administrative paperwork, including purchase and employment requisitions, timesheets, and expense vouchers.
• Follow up with internal and external personnel to ensure timely completion of work and provide guidance on hospital administrative policies and procedures.
• Prepare and manage the departmental operating budget, monitor expenditures, and report significant variations.
• Independently complete assigned portions of sensitive projects, determine research methods and data requirements, analyze information, and prepare reports and recommendations.
• Prepare reports using statistical or financial tables and develop suitable graph and chart formats.
• Conduct standard and internet-based research.
• Maintain confidential files and records for efficient retrieval.
• Use database applications to maintain information and reports and develop and produce a variety of reports.
• Maintain office supply inventory and coordinate repair of office equipment.
• Set up and maintain office computers and associated equipment and coordinate timely service.
• Use word processing, spreadsheet, presentation, database, project management, scheduling, and budgetary-control applications as applicable.
• Perform clerical duties such as collating, sorting, faxing, filing, distributing, and retrieving documents and mail, and recording and relaying phone messages.
• Participate in performance-improvement initiatives and apply quality improvement in daily operations.
• Ensure compliance with health and safety requirements, regulatory requirements, hospital policies, quality assurance programs, and safety and infection-control procedures.

Benefits

• Comprehensive Total Rewards package supporting health, financial security, and career growth.